Overview
Administrative Associate Jobs in Sherman Oaks, CA at ProActive Work Health Services
AMB Family Office (AMBFO) provides investment management services to the Blank Family as well as services to The Blank Family of Businesses. The family of businesses portfolio includes Arthur M. Blank Family Foundation, National Football League’s Atlanta Falcons, Mercedes-Benz Stadium, TGL’s Atlanta Drive Golf Club, PGA TOUR Superstore, Major League Soccer’s Atlanta United FC, West Creek Ranch, and Mountain Sky Guest Ranch. While diverse in nature with unique operations and customers, these businesses are run based on a common set of Core Values, which focus on developing customer relationships, treating associates with respect, and supporting communities.
Family Services Administrative Assistant – Position Summary
The Family Services Administrative Assistant plays a key role in supporting the Senior Director of Family Services and the Family Services department. This position serves as a liaison among team members, oversees project coordination, manages office operations, and provides high-level administrative support. The ideal candidate is highly organized, detail-oriented, and adept at handling multiple priorities in a dynamic environment. This role requires strong calendaring and administrative expertise, with the ability to work professionally across areas such as aviation, security, residential and office building oversight, yachts, and other operational functions.
This position demands discretion, professionalism, and a proactive approach to problem-solving. The Administrative Assistant must thrive as a generalist, eager to support all facets of Family Services, and must be capable of managing confidential and sensitive information with the highest level of integrity.
The responsibilities that follow are not intended to be comprehensive and are intended to provide a representative summary of the major duties and responsibilities of this position.
Calendaring/ Scheduling for Senior Director of Family Services
Manage complex scheduling and provide daily administrative support for the Senior Director of Family Services.
Provide daily updates to the Senior Director, prioritizing tasks and tracking ongoing action items.
Manage to-dos and follow-up for Senior Director, and ensure tasks are completed on time.
Arrange and oversee executive travel logistics, including flights, ground transportation, hotel accommodations, meal reservations, etc. Prepare detailed itinerary, and available to make quick changes when necessary. Prepare all information in an organized format for traveler.
Manage expense reports and follow-up with vendors as needed.
Coordinate the scheduling of meetings, as well as create agendas, meeting materials, and follow up on action items.
Proactively anticipate needs, troubleshoot challenges, and implement solutions that optimize efficiency and effectiveness.
Support special projects and initiatives across various departments managed by the Senior Director.
Family Services Team Support
Manage Family Services team’s vacation calendar and provide support during team member’s PTO.
Support with team’s weekly report processes and deliverable follow-up as needed.
Order and maintain supplies inventory for Family Services team.
Organize Family Services department records, invoices, and other important documentation as needed.
Partner with Senior Project Specialist to optimize workflow between the Senior Director and their teams.
Assist with team-wide administrative and operational needs as needed.
Qualification and Education Requirements:
Bachelor’s degree or relevant work experience
Minimum of 3 years’ experience in an administrative role supporting senior executives and teams.
Advanced computer skills and comfort with adopting technology to streamline workflows and activities. Proficiencies must include strong working knowledge of Outlook and MS Office suite, in particular Excel and PowerPoint.
Required Skills:
Positive, optimistic attitude.
Strong problem-solving skills and adaptability to a dynamic work environment.
High level of discretion and professionalism.
Experience collaborating effectively as a member of a team.
Requires flexibility and quick response to the Family and department’s needs. This includes being able to stop midway through a project to pick up a more pressing project and toggling back and forth to complete all projects perfectly and seamlessly.
Well organized and able to prioritize, coordinate, and manage simultaneous tasks/projects.
Demonstrated skills as a quick and adaptive learner able to digest substantial content and synthesize information.
Proactive approach to learning, connecting information, and optimizing team workflows.
Continuously anticipating the needs of the executive and team, proactively completing tasks and streamlining operations.
Excellent communication and interpersonal skills.
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Title: Administrative Associate
Company: ProActive Work Health Services
Location: Sherman Oaks, CA
